BOS - July 24, 2001

BOS - July 24, 2001

Postby Suzanne Kane » Mon Nov 17, 2008 1:43 pm

Board of Selectmen Regular Meeting
Tuesday, July 24, 2001
Resource Room

AGENDA

7:00 PM


1. Call to Order
2. Chairman’s Announcements
3. Minutes May 22, 2001—Executive Session
July 10, 2001—Regular Session
4. Citizens Forum
5. Public Hearing—Pole Location Petition No. D01-38
6. Mary Mac Innes, Executive Director
Worcester Regional Transit Authority
7. Town Auditor
________________________________________________________________________________
Board of Selectmen
Meeting Minutes
July 24, 2001

1. Call to Order:

Vice Chairman Ron Forget called the meeting to order at 7:01 PM. In attendance: Shirley Mosczynski, Rich Preston, Edward Therrien, and Interim Executive Administrator David Owen.

Citizens in attendance: Roland Forcier, Dan DeLeo, Pam Holmes, Mitch Cohen, Tom Mattson, Harold Gjeltema, Roger Martinson, Mary McGinnis, John Ducharme, Dan Ferreria, Tim Harrison, Rick Colonero, Adelle Reynolds, Rich Bowen, Marylynne Dube, Angela Ernenwein, and Suzanne Kane.

2. Chairman’s Announcements:

No Announcements.

3. Minutes:
July 10, 2001 Regular Session
– Shirley Mosczynski made a motion to approve the minutes as amended. Rich Preston seconded the motion. All in favor.
May 22, 2001 Executive Session - Shirley Mosczynski made a motion to approve but not release the Executive Session minutes. Rich Preston seconded the motion. All in favor.

4. Citizens Forum:
• Ronald Forcier of Family Convenience:
Mr. Forcier came to the Board with two concerns. 1) He stated that he used to get rebates from the Town on gas and that the Highway Department used to buy their gas from him. This no longer happens. He stated that he understands that the Highway Department can get their gas cheaper somewhere else but he was wondering what happened to the rebates. 2) Concerning the Rt. 16 flooding in front of his store. Mr. Forcier feels that the pipe is blocked with sand and he feels that the sand is coming from the Highway Departments stock pile. He stated that he spoke with Town Engineer Bill Cundiff and Mr. Cundiff agreed that sand was blocking the pipe. Mr. Forcier does not feel that the efforts of the Highway Department will work. He feels that the piles of sand and salt at the Highway Department should be covered to prevent them from running down the street. Ron Forget asked Mr. Forcier to put his concerns in writing for the Board. Mr. Forcier stated that he has already sent a letter concerning the sand.
• Harold Gjeltema addressed the board because he has not seen any signs put up yet on Grove and West Street. Interim Executive Administrator David Owen explained that the Town has filed a complaint with the Worcester Superior Court and that the Town Engineer, Bill Cundiff, is engaging the services of a surveyor. Mr. Owen also reported that the “Dangerous Intersection” signs were up and the “Caution” signs are on order. Mr. Gjeltema asked for and received a draft copy of the injunction.

• Don Ferreria came to the board (after item 6 on the agenda) to discuss a letter that was placed on his tanker truck which was parked at the old Elementary School. The letter was from Police Chief Foley, which stated that by order of the BOS no vehicles are allowed to park on Town property. Mr. Ferreria brought in a letter dated April 1, 1996 (in agenda packet) from Allison Pfosi, Selectman’s Secretary, to Mr. Ferreira stating that, “it was the consensus of the Board” to allow him to park his empty truck between the Post Office and the Old Elementary School”. He stated that he currently parks either at the Old Elementary School or the Highway Garage. Interim Executive Administrator David Owen, informed Mr. Ferreria that he had directed Chief Foley to write the letter. Mr. Owen is worried about cleanup and/or liability to the Town. Mr. Ferreira stated that his trucks contents are not hazardous. Rich Preston suggested that the matter be looked into by Town Counsel. Mr. Preston confirmed that he would not like to see trucks parking near the Old Elementary School. He also questioned whether carriers should have a certificate of insurance. Shirley Mosczynski and Ron Forget agreed with Mr. Preston concerning the certificate of insurance and Mr. Forget went on to express his concerns that as the Town grows there will be many more trucks parking on Town property. Shirley Mosczynski made a motion to ask Town Counsel and Insurer to comment on liability and advise the Board. Rich Preston seconded the motion. Three members in favor, Edward Therrien abstained.

5. Public Hearing – Pole Location Petition No. D01-38:
Mass Electric Co. and Verizon are jointly seeking to place 8 utility poles on Orange Street. Included in the agenda packet are: Letter to the Board of Selectmen, dated June 19, 2001, Re: Petition for Joint or Identical Pole Locations; Notice to Abutters from Suzanne Kane, Administrative Secretary to the Board of Selectmen, dated July 10, 2001 to the Abutters; Memo from Suzanne Kane to Bill Cundiff, Town Engineer, Adelle Renyolds, Building Commissioner, Fire Chief Gonynor, and Edward Therrien, Highway Department, dated July 7, 2001 Re: Pole Petition; letter to Douglas Planning Board from Michael W. Roberts, Sr. Operations Engineer for Mass Electric, dated July 11, 2001, Re: Orange St. Scenic Road; Memo from Town Engineer Bill Cundiff, to the Board of Selectmen, dated July 18, 2001, Re: Thomas H. Schwartz, Orange Street Scenic road Special Permit; a copy of the Scenic Roads By-Law Proposal as revised by Town Counsel 10/19/99; and a copy of the abutters list for Pole petition on Orange Street. Interim Executive Administrator David Owen reported to the Board that all abutters had been notified as well as the Mass Electric representative, Roger Martinsen, who joined the meeting. Mr. Owen reported that the only comment received to date was from the Planning Office. Mr. Owen suggested that the Board conditionally approve the pole location subject to approval from the Planning Board following the public hearing scheduled for August 28th. Shirley Mosczynski made a motion to approve Pole Location Petition No. D01-38, subject to the applicants applying to the Planning board under the Town’s Scenic Roads by-law and receiving either a determination that the proposed activities either do not require a special permit from the Planning board, or a decision by the Planning Board, with or without conditions, approving the proposed work along a scenic road. The motion was seconded by Rich Preston. All in favor.

6. Worcester Regional Transit Authority:
Mary MacInnes, Executive Director of the Worcester Regional Transit Authority had requested time on the Selectmen’s agenda. She has been in her position for about 1 year and has been getting out to meet the local officials of every town in the Authority’s catchment area. Ms MacInnes reported that as a Town in the WRTA, we have an option to appoint a representative to their Advisory Board. This representative would be instrumental in helping approve budget and service changes. Mr. Owen asked if the person appointed had to be from the governing body. Ms MacInnes stated that the representative can be a citizen elected/appointed by the governing body. When asked for comments, Rich Preston asked about the long term plans for improving transportation to Worcester. Ms MacInnes replied that as yet there are no plans, but there will be with the Rt. 146 development. She also noted that parking problems at the Grafton train station will be alleviated once the Westboro station opens.

7. Town Auditor:
In the agenda packet is a Proposed Contract addressed to the Board of Selectmen, from Borgatti Harrison & Co., dated June 6, 2001; and a letter from D.E. Rodrigues & Company, Inc. To the Partners Borgatti, Harrison & Company, dated June 2, 2000. Not included in the agenda packet but passed out during the meeting is a draft copy of the Town of Douglas Management Letter, dated June 30, 2000
A. Audit Report for Fiscal Year 2000: Tim Harrison, Town Auditor, joined the meeting to discuss the Fiscal Year 2000 Town Audit and his resulting management letter. The audit represents up to June 30, 2000. Mr. Harrison directed the Board’s attention to page two of the management letter reminding the Board that the results of the audit found nothing wrong with the Town’s accounting and listed were opinions for improvement. There was discussion about the section on “Management’s Response”. Concerning the Accounting department’s request for funding of fixed asset accounting software for fiscal 2001,. Borgatti Harrison & Co. recommend this request because GASB #34 has amended the format of the financial statement for June 30, 2003. There was also discussion on the “Student Activity Accounts” section. This section deals with the accounts maintained at various schools and Borgatti Harrison & Co. recommendations. Mr. Owen noted that this item has been brought to the School Administrator’s attention a couple of times. To Mr. Owen’s knowledge, the school has never responded. Shirley Mosczynski stated that she would like to see a follow up on the school issue and it was suggested that it be on the agenda for the new Town Accountant. There was discussion about the procedure and time frame for a Town Audit and the wording of the Management Letter. Mr. Harrison explained that although they can start doing some interim work at some facilities, they must wait for the Town Accountant to close the books. This normally falls mid to late September. Mr. Harrison also explained that the format for the management letter is standard and if he deviates from this standard the letter could be “bounced back” to him. He also explained that the intent of the Audit is to look at how the Town manages its money, not where they put it.
B. Contract for Town Auditing Service: The Town Auditor’s contract with the Town has expired. Mr. Harrison has submitted a new 3 year contract. The proposed contract has increased from the last contract. Mr. Harrison pointed out that there has been no increase for the past 6 years and one reason for the increase is the GASB #34 which when implemented will increase his workload. Shirley Mosczynski made a motion to approve the contract with Borgatti Harrison & Co. as submitted and authorize Interim Executive Administrator David Owen to sign for the Board of Selectmen. Rich Preston seconded the motion. All in favor.

8. Town Accountant Position:
In the agenda packet is a copy of the advertisement placed in the Boston Globe and the Worcester Telegram, for a Town Accountant.
A. Job Description: Interim Executive Administrator David Owen reported to the Board that the Draft copy of the Town Accountant job description was distributed to the Department Heads and past Town Accountant Louise Redding. To date, there have been no comments. When questioned if there was a previous job description, Mr. Owen explained that this job description was taken from the MMA Consulting Group. Shirley Mosczynski reported that she had looked in State Financial books, and the draft copy presented meets with their requirements. Angela Ernenwein asked if there were plans to hire a part time employee for the Accounting Department. Her concern was that it could change the scope of the job. Rich Preston suggested that under the “Supervision Responsibilities” section, the text be changed to MAY supervise one part time employee. The Board agreed. Rich Preston made a motion to approve the Town Accountant job description as amended. Shirley Mosczynski seconded the motion. All in favor.
B. Search Committee: The job is currently being advertised and should be in the MMA Beacon Newsletter. The deadline for receiving applications is August 3rd. Interim Executive Administrator David Owen suggested that if the Board wanted to set up a Screening Committee it should be represented by the following: Executive Administrator (or Assistant), Treasurer, Chairperson of the Finance Committee, Chairperson of the Personnel Board, and School Department Representative. Shirley Mosczynski agreed to a Screening Committee and suggested that Ida Ouillette, Manager of the Assessors Office be included. Ron Forget suggested including Town Moderator, Jerome Jussaume as an outside person. Rich Preston made a motion to authorize Mr. Owen to set up a Search Committee. Shirley Mosczynski seconded the motion. All in favor. Mr. Owen will distribute the applications to the Search Committee and plans to set up interviews for mid August.

9. Erosion control Issues at Proposed High School Site:

In the agenda packet is a letter to the Board of Selectmen, from Town Engineer Bill Cundiff, dated July 11, 2001, Re: Erosion Control Issues Proposed High School Site – Davis Street. Mr. Cundiff requested time on the Board’s agenda to discuss the erosion problem at the site for the new High School on Davis Street from the Kimbal Gravel Pit. Mr. Cundiff reported that all attempts to resolve the problem have failed. He would like to work with SMMA to come up with a way to manage the problem. He feels that the time needed with SMMA would be no more than 4 hours. Edward Therrien, Selectmen member and Highway Superintendent stated that the Highway Department placed Jersey Barriers at the site which Mr. Cundiff was not aware of. Mr. Therrien feels that the barriers will solve the problem. Shirley Mosczynski pointed out that the citizens involved, Mr. Francis Mongeau and Mr. Robert Demars, have been very patient. She feels that it is not fair to them and that Mr. Cundiff should move forward. Mr. Owen advised the Board that Mr. Demars was in the Selectmen's Office yesterday with pictures of the damage to his yard. Mr. Demars is seeking reimbursement. Rich Preston asked for Mr. Cundiff’s opinion after looking at the site with the Jersey Barriers. Mr. Cundiff stated that he would look at the barriers but he would still like to move forward and seek advise from SMMA because they are familiar with hydrology and this matter has been going on since around 1984. It was recommended by the board that Mr. Cundiff discuss the problem with SMMA, not being part of the current contract, to come up with a solution. The Highway Department could then be used in the implementation of the solution.

10. Town Connectivity Strategy and Website Status – Discussion:
In the agenda packet is a Email to Interim Executive Administrator David Owen, from John Ducharme, Information Technology Director / Systems Engineer, dated June 20, 2001, Re: MCN News and Prices 6.21.01. Mr. Ducharme and Mitch Cohen were invited to the Selectmen’s meeting to discuss the status of their efforts relative to the Town website and proposed changes in the Town network.
A. Town connectivity: Mr. Ducharme summarized his plan to connect all the Municipal Buildings onto a network. He found that a DSL was the solution which would operate over existing copper telephone wire. He also feels that the Municipal building needs a T1. The original proposed infrastructure included the Fire Department, Library, Senior Center, Highway Department, and the Water and Sewer Department. Past Executive Administrator Norm McNeill had canceled some of the lines. John would like to start with the Fire Department but has concerns with connecting the Library for security reasons. Mr. Owen suggested that the Board take this matter under advisement and let the process continues at the staff level. The Board gave Mr. Ducharme their support, suggested that no building be dropped from the list as long as there is a budget, and asked him to come back with a proposal.
B. Town Website: Mitch Cohen started by stating that he was in support of Mr. Ducharme’s efforts and especially in his plans to bring the School and the Municipal Departments together. Speaking about the Town Website, Mr. Cohen stated that the basic design is complete. The design was done by Linda Lodi of Douglas. Mr. Cohen reported that it took them until the end of June to decide on what platform they would use. He anticipates that the site will be complete by the end of September and ready for content. There has already been a request from Department Heads for content but have not had much of a response. Town Building Commissioner Adelle Reynolds commented that until she sees the site, it is hard to decide what type of content to use. The Board asked Mr. Cohen to schedule a meeting so the Website Committee could show their proposal to the Board. Mr. Cohen went on to say that the final plan would be a site that would not require a central employee to administer the site. Each Department Head / Committee would have the ability to access and update content using Word documents. Mr. Owen will follow up at the Department Head meeting.

11. Town Building Department Space Needs – Discussion:
Town Building maintenance Manager Rich Colonero has requested time on the Board’s agenda to discuss his space needs. Currently Mr. Colonero is sharing office space with the Town Accountant, he has moved several times and would like a permanent office. He stores supplies in the barn at his home. These supplies include lawn equipment, snow removal equipment, and light tubes. Mr. Colonero stated that he needs space in a Municipal Building and is looking for direction from the Board. It was suggested that he look for another place and some of the suggestions included; the second floor of the Post Office (no electricity and stairwell hard to navigate), the old Fire Station (he would consider but would like to discuss with other departments first), Gym and Storage Area (not heated, and both the School and Recreation use it), and BOH’s storage closet (already cluttered, he feels this could be a temporary solution). Shirley Mosczynski thanked Mr. Colonero for a job well done, and also thanked his Brother-in-law for allowing Mr. Colonero to use his truck for Municipal Building tasks. She also stated that he should not have to use his barn for storage and supports his request for a new location. Rich Preston stated that he had looked into the possibility of using the old Fire Station. He and Building Inspector Adelle Reynolds met to look over the property. He plans to go to the Finance Committee to see about moving money already appropriated for other buildings. This building falls under General Municipal Inventory and he feels it should be look at. But however it is used, Mr. Preston feels that the Board should make the final decision. Mr. Owen informed the Board that Mr. Preston had asked for this matter to be on the next meetings agenda. Ron Forget suggested that Mr. Colonero could use a Truck Box in the back of the Municipal Building. Mr. Colonero stated that a storage shed has always been on his “wish list” but he has never had the money in the budget. Mr. Preston did not feel that this was a good solution, since the Town has existing buildings. There was discussion as to the word “department” in relationship to Mr. Colonero and his job description. Mr. Forget stated that the job is now different than what is stated in the job description. Mr. Colonero stated that it is a one man department which is getting more and more work. There was then discussion on the Truck which Mr. Colonero was purchasing. Mr. Colonero reminded the Board that the 4 Wheel drive, 1997 ½ ton pickup was part of $ 11,000.00 Capital that was voted for. He stated that the truck is a very important part of what he does and he is very pleased to be getting it. He also mentioned that Chairman Tom Navaroli suggested that he get a 4 wheel drive truck. Mr. Forget stated that he disagrees that Mr. Colonero or that any department needs a 4 wheel drive vehicle. Mr. Colonero thanked the Board and will take the space issue under advisement.

12. Executive Administrators Report:
• Town Accountant:
Interim Executive Administrator David Owen reported that the Town Accountant situation has stabilized since the last meeting. Mr. Owen has engaged Doris Metivier as the Interim Town Accountant. She has three warrants ready for signatures. Mr. Owen has also engaged past Town Accountant Assistant, Jeanne Lovett, to assist Doris with the software.
• Grant application: A Grant application was submitted to the John H. Chaffey Blackstone Regional Heritage Commission for $30,000 for planning downtown improvements, including the Mumford River Walk. The work on the grant was done by Administrative Assistant Angela Ernenwein and Town Engineer Bill Cundiff.
• Comprehensive Housing: The Town Engineer Bill Cundiff has submitted the Town’s comments on the proposed Comprehensive Housing Permit to the Mass Housing / Finance Authority.

13. New Business:
• Forcier Gas:
There was a question as to what Mr. Forcier mentioned earlier in the meeting about the rebates for gas. Shirley Mosczynski suggested they take it under advisement.

14. Executive Session:
Shirley Mosczynski made a motion at 9:32 PM to enter into Executive Session for the purpose of discussing litigation and contract negotiations with non-union personnel, and that the Board will return to Public Session for the purpose of adjournment. Edward Therrien seconded the motion. Shirley Mosczynski – aye, Rich Preston – aye, Ron Forget – aye, and Edward Therrien – aye.

15. Adjournment:
Shirley Mosczynski made a motion to adjourn at 11:16 PM. Rich Preston seconded the motion. All in favor.


Respectfully Submitted,


Suzanne Kane


A. Audit Report for Fiscal Year 2000
B. Contract for Town Auditor Services
8. Town Accountant Position
A. Job Description
B. Search Committee
9. Erosion Control Issues at Proposed High School Site
10. Town Connectivity Strategy and Website Status—Discussion
11. Town Buildings Department Space Needs--Discussion
12. Executive Administrator’s Report
13. New Business
14. Executive Session—Litigation and Contract Negotiations
15. Adjourn
___________________________________________________________________________________
Upcoming Meetings

August 14, 2001—Regular Meeting
August 28, 2001---Regular Meeting


Future Meetings

Springmeadow Estates
Mass. Rural Development Council Report
House Numbering By-law—Policy RE: Size of Numbers
Financing Water and Sewer Extension for High School Project
Approve contract with new Executive Administrator
Appoint new Town Accountant
Employees Sick Bank
______________________________________________________________________________
______________________________________________________________________________
MEETING NOTES

JULY 24,2001


Minutes
There are enclosed two sets of meeting minutes (one regular session and one executive session) for the review and approval of the board. These minutes have been reviewed and corrected as necessary by your interim Executive Administrator.

Worcester Regional Transit Authority
The Executive Director of the Worcester Regional Transit Authority, Mary Mac Innes, has requested time on the Selectmen’s agenda. She is relatively new in her position (about 1 year) and has set a goal of getting out to meet with the governing body of every town in the Authority’s catchment area. It is unknown whether she has any specific proposal or agenda other than just getting out and meeting local officials, as the Authority declined to provide any written materials for the Selectmen’s agenda packet. However, this is an opportunity to discuss the Town’s transportation needs and services with a high-level transportation professional.

Public Hearing—Pole Location Petition
Mass. Electric Co. and Verizon are jointly seeking to place eight (8) utility poles on Town right of way. All of the abutters have been notified and the pertinent Town departments have been notified. The only comment received to date is from the Planning office, to the effect that the proposed pole locations along Orange Street fall under the Scenic Roads bylaw. Therefore, a separate application must be made to and hearing held by the Planning Board concerning the proposed pole locations.
If acceptable to the Selectmen, the Board could conditionally approve the pole location petition subject to the applicants receiving the necessary approval from the Planning Board. The following motion is offered: Move to approve Pole Location Petition No. D01-38, subject to the applicants applying to the Planning Board under the Town’s Scenic Roads by-law and receiving either a determination that the proposed activities either do not require a special permit from the Planning Board, or a decision by the Planning Board, with or without conditions, approving the proposed work along a scenic road.

Town Audit
A. Fiscal Year 2000 Audit Report

The Town Auditor, Tim Harrison of the firm Borgatti Harrison & Co., will be present to discuss the Fiscal Year 2000 Town Audit and his resulting management letter.
B. Contract for Town Auditing Services
The Town Auditor’s contract with the Town has expired, and he has put forward a new 3-year contract to continue to serve as the Town’s auditor. While the firm’s proposed cost to perform the Town Audit have increased, they are close to being in with the Town Budget. (The FY “02 budget appropriation for town audit is $16,000, versus the $16,250 the firm is seeking.)
Given the instability the Town has recently experienced in other areas of its financial affairs, this is an opportunity to ensure some stability and continuity in this aspect of its finances. Therefore, it is recommended that the Board vote to approve the contract for town auditing services with Borgatti Harrison & Co., and that the Board authorize the Interim Executive Secretary to sign the contract on behalf of the Board.

Town Accountant Position
A. Job Description

The full-time Town Accountant position has been advertised in the Boston Globe, Worcester Telegram & Gazette, and other publications, and the Selectmen’s Office staff has begun to receive telephone and e-mail inquiries about it. Before the selection process begins, we need to have an adopted job description. There is enclosed in your packets a draft version of a proposed job description for the Town Accountant position. This draft job description has been circulated to Town department heads and to the previous Town Accountant, Louise Redding, and no comments or suggestions have been received to date.
After making any revisions that the Board wishes to make to this proposed job description, it is recommended that the Board vote to adopt the job description for the full-time Town Accountant position.

B. Screening Committee
With the deadline for receiving applications for the full-time Town Accountant on August 3rd, the Board may wish to establish a screening committee for purposes of reviewing the applications, and interviewing the applicants. If the Board wishes to establish a screening committee, the following composition is recommended: Executive Administrator (or Assistant), Treasurer, Chairperson of the Finance Committee, Chair of the Personnel Board, and School Department Representative.

Erosion Control Issues at Proposed High School Site
The Town Engineer has requested time on the Board’s agenda to discuss the problem of how erosion at site for the new High School is affecting the properties across the highway. While it is understood that the Highway Department has cleanup up the affected properties (again) after the most recent deluges, there may be some additional measures taken until the High School project can address stormwater runoff issues.

Town Connectivity Strategy and Website Status
Mitch Cohen and John Ducharme, the Town’s Information Technology Director, have been invited to the Selectmen’s meeting to discuss the status of their efforts relative to the Town website and proposed changes in the strategy in connecting Town facilities for purposes of electronic communications. There is enclosed in your agenda book a copy of an e-mail message from John Ducharme which discusses the proposed changes in the Town’s connectivity strategy.

Town Building Dept. Space Needs
Town Buildings Maintenance Manager Rick Colonero has requested time on the Selectmen’s agenda to discuss his departments space needs, capital
requests, etc.

Executive Session
It is recommended that the Board vote to enter into Executive Session for the purposes of discussing litigation and contract negotiations with non-union personnel, and that the Board will return to Public Session just for the purpose of adjournment.

A. Eveningside Realty v. Town of Douglas
The Conservation Commission has requested an Executive Session with the Board of Selectmen to discuss the proposed settlement in this case. Attorney Richard Bowen of Kopelman and Paige will be present for this discussion.
B. Town vs. Renaud
The Town has also received a settlement offer in the Renaud case that the Selectmen may wish to discuss with Town Counsel.
C. Litigation Update
Attorney Richard Bowen will review with the Board the status of the various cases being handled by Town Counsel on behalf of the Town.
D. Contract Negotiations
Time has been reserved for the Board to discuss its negotiations with Rich Leco.
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